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Managing Qualtrics Renewals


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About Managing Qualtrics Renewals

This page contains information on what to expect and how to manage your subscription renewal. Here you’ll find information on renewal timelines, the renewal process, and more. For information on managing other financial interactions with Qualtrics, see Payment, Billing, & Renewals.

Qtip: We recommend reviewing your specific Qualtrics agreement for terms related to your renewal, including any notice periods for changes or non-renewal.

Understanding Renewal Timelines

As your current subscription term approaches its end, Qualtrics will proactively reach out to discuss your renewal. This process typically begins well in advance of the renewal date to allow time for discussion and any needed adjustments.

Generally Qualtrics will reach out 60-120 days before your contract expiration date. Renewals involving a direct continuation of your current services are managed by a Qualtrics Renewals Specialist from the Account Services team. More complex renewals, or renewals involving a change to your current services, will likely be managed by your Account Executive.

The Renewal Process

You can expect the following steps as part of the renewal process.

  1. Initial Contact & Review: Qualtrics will reach out to schedule a time to discuss your upcoming renewal or provide you with initial renewal information. We recommend reviewing your current usage and how Qualtrics is meeting your needs before this meeting.
  2. Discussion & Alignment: You will meet with Qualtrics to discuss your needs and renewal plans. If you have new projects, an expanding team, or evolving requirements, these can be discussed with your Account Executive to ensure your renewed subscription aligns with your future goals.
  3. Receive Renewal Proposal/Quote: You will receive a formal renewal proposal or quote detailing the services, term, and pricing for your renewed subscription based on previous discussions and your existing entitlements.
  4. Confirmation & Contract Review: Confirm your renewal. The way your renewal is confirmed depends on the terms outlined in your specific Qualtrics agreement. We strongly encourage you to review your contract for details regarding renewal procedures, confirmation requirements, and any applicable notice periods for making changes or opting out of renewal.
  5. Invoicing: After your renewal is confirmed and processed, you will receive an invoice for the renewed term as per the agreed billing cycle.

Changing Your Subscription

Renewals are an ideal time to assess if your current Qualtrics package still meets the needs of your organization. The following changes can be made to your subscription during the renewal process:

  • Adding Products, Features, or Users: If you are interested in expanding your use of Qualtrics by adding new products, specific features, or increasing user counts, please discuss these needs with your Account Executive. They can provide guidance on the best solutions and update your renewal proposal.
  • Adjusting or Downgrading Your Subscription: If your needs have changed and you are considering a downgrade or adjustment to your current services, please raise this during your renewal discussion. Depending on the nature of your subscription and the changes requested, your Account Executive or a Renewals Specialist will guide you through the available options.

Contacting Qualtrics with Renewal Questions

If you have questions about your renewal that are not covered on this page, see below for where to go for more information.

  • For Specific Renewal Questions: If you have questions directly related to an ongoing renewal discussion, please use the contact information of the Account Executive or the Qualtrics Renewals Specialist who has already reached out to you.
  • For General Account & Administrative Support: For other administrative or account-related support inquiries, submit a request for assistance through the Customer Success Hub.

For any other questions regarding your license or subscription not covered here, please contact your Account Team.

Qtip: If you need to find your Account Executive or their contact information, follow the steps in Contacting Your Account Executive and Technical Success Manager.

FAQs